The Tibetan Mastiff Club of Great Britain

Rules and Regulations

1. NAME & OBJECTS

The Club shall be called The Tibetan Mastiff Club of Great Britain and its objects are to promote and protect the Breed known as the Tibetan Mastiff, to preserve it on the lines according to the Kennel Club Breed Standard and to willingly render assistance and impartial advice to breeders, owners and newcomers to the breed.

2. OFFICERS & COMMITTEE
2a.The Club shall consist of Patron, President, up to 3 Vice-presidents, Chairman, Vice-Chairman, Honorary Secretary, Honorary Treasurer, a Committee of 8 and an unlimited number of Members. No two members of the same household may hold the position of an Officer at the same time. Any Officer or committee member seeking election to another position must first resign from their current position.
2b. Members must notify the Secretary of any change of address.
2c. The Club will make the Members List available upon request to members of the Club or to the Kennel Club.

3. COMMITTEE
The Management of the Club shall be in the hands of the Officers of the Club and a Committee.
a)The Chairman, Honorary Secretary and Honorary Treasurer and all Committee Members shall retire every 3 years but will be eligible for re-election without further nomination. The Committee will arrange to stagger the retirement of the Officers. A Vice-Chairman shall be selected annually by the Officers and Committee from amongst their number. The Officers (Chair, Secretary and Treasurer) and Committee members have full voting rights at Committee meetings.
b) The Committee shall have the power to co-opt members onto the Committee in the event of positions becoming vacant between General Meetings. Such person/s shall only hold office until the next General Meeting of the Club at which election of Officers and Committee takes place but will not be eligible for re-election without nomination in accordance with Rule 3
c) No individual who has been a member for less than 1 year may be elected as an Officer or Committee member, nor may they propose or second a person for election.
d) A quorum for Committee Meeting shall be four, of which at least 2 shall be Officers of the Club. Should the voting number ever fall below this figure all remaining Officers and/or Committee Members shall be the quorum but their authority be limited to co-opting Officers and/or Committee Members to at least a quorum of four.
e) Meetings of the Committee shall be held as often as is deemed necessary but at least every six months. Officers and Committee Members will be given at least 21 days notice of such Meetings except in the case of an emergency.
f) Any Officer or Committee Member who fails to attend two consecutive committee meetings without notifying the Honorary Secretary in advance of their intention not to attend, unless such notice is impractical, shall be deemed to have resigned from their Office or from the Committee.

4. ELECTION OF OFFICERS AND COMMITTEE
(1) The Honorary Officers of the Club shall be:- A Patron whose election shall be confirmed by the Members at the AGM from a nomination submitted by the Committee, and who shall hold office for life or until resignation; A President and up to 3 Vice-presidents whose election shall be confirmed by the Members at the AGM from a nomination submitted by the Committee, and who shall be re-elected every 5 years.
The President and Vice-presidents may receive Agenda, attend Committee meetings (but have no voting rights) and receive copies of the minutes of Committee meetings.
(2)The election to fill the post of Officers and members of the Committee shall be carried out by a postal ballot. Ballot papers will be mailed by second class post to every member of the Club 18 days prior to the date of the AGM
(3) An independent auditor will be appointed to count the votes cast; declare the result of the election and state the total number of voting papers received. Ballot papers will state the latest posting date for the return of the papers.

5. MEMBERSHIP APPLICATION
Application for membership must be made on the appropriate form. The prospective member shall undertake to follow the Code of Ethics. Membership shall not commence until a candidate has been accepted by the Committee and has paid their subscription; membership will then commence from the date of application. The Committee shall not give any explanation of any refusal to accept any proposal of membership.

6. VOTING RIGHT
a) Each member shall be entitled to one vote. A partnership shall be entitled to one vote each. Junior members under the age of 16 years and Honorary Members shall have no voting power. Members whose main residence is outside the UK have no voting rights. Voting shall be done as decided by a majority at meetings.
b) In the event of equal votes being cast for or against a proposal the Chairman shall have a second or casting vote in all matters arising.

7. CLUB PROPERTY
a) The property of the Club shall be vested in the Committee. In the event of the Club ceasing to exist, a General Meeting shall be called to decide the disposal of the Club’s assets and the outcome of the meeting notified to the Kennel Club. Written acknowledgment must accompany Cups and Trophies stating that they are given as an outright gift to the Club.
b) The Committee shall have the power to offer cups and other Prizes out of the funds of the Club for competitions by Tibetan Mastiffs, whose owners are members of the Club, at such shows as it may consider desirable.

8. SUBSCRIPTIONS
The annual subscriptions, due by January 1st each year shall be such sums as determined from time to time and recommended by the Club Committee and ratified at the General Meeting. Overseas membership fees cannot be paid by UK residents at UK rates on behalf of overseas members. No member whose subscription is unpaid is entitled to any of the privileges of membership and if the member shall fail to pay their outstanding subscription by March 1st of that year, their name shall be automatically erased from the register. Acceptance back upon the register will be dependent upon a new application for membership. The Club will maintain an up to date list of members and their addresses, and those of branch members where appropriate and, if so requested, make the list available for inspection by the Kennel Club and members of the Club. A declaration of the number of Club members must be made with the Annual returns.

9. EXPULSION OF MEMBERS
Any member who shall be suspended under Kennel Club Rule A42j(4) and/or any member whose dog(s) is/are disqualified under Kennel Club Rule A42j(8) shall ipso facto cease to be a member of the Club for the duration of the suspension and/or disqualification. If the conduct of any member shall, in the opinion of the Committee of the Club be injurious or likely to be injurious to the character or interests of the Club, the Committee of the Club may, at a Meeting, the notice convening which includes as an object the consideration of the conduct of the Member, determine that a Special General Meeting of the Club shall be called for the purpose of passing a resolution to expel him/her. Notice of the Special General Meeting shall be sent to the accused Member giving particulars of the complaint and advising the place, date and hour, of the Meeting that he/she may attend and offer and explanation. If at the Meeting a resolution to expel is passed by a two-thirds majority of the Members present and voting, his/her name shall forthwith be erased from the list of Members, and he/she shall thereupon cease for all purposes to be a member of the Club except that he/she may within two calendar months from the date of such Meeting appeal to the Kennel Club upon and subject to such condition as the Kennel Club may impose. If the Club expels any member for discreditable conduct in connection with dogs, Dog Shows, Trials or Competitions, the Club must report the matter in writing to the Kennel Club within seven days and supply any particulars required.

10. BANK ACCOUNT
a) A banking account shall be held in the name of the Club into which all revenue of the Club shall be paid, and from which withdrawal shall only be made on the signatures of any two of the following - Chairman, Honorary Secretary Honorary Treasurer. b) The Treasurer shall maintain the accounts and an auditor shall be appointed at each Annual Meeting for the purpose of auditing the Club’s accounts for the ensuing year. c) the Club accounts will be certified annually and presented to the members at the Annual General Meeting.

11. FINANCIAL YEAR/ANNUAL GENERAL MEETING
The financial year of the Club shall be from 1 January to 31 December. The Annual General Meeting shall be held before 30th April in each year.

12. GENERAL MEETINGS
a) To receive the report of the Committee and Balance Sheet; to elect Officers and Committee and to discuss any resolution placed upon the Agenda of which prior notice has been given to the Secretary. No business shall be transacted at an Annual General Meeting unless notice thereof appears on the Agenda, with the exception of routine matters or those which in the opinion of the Chairman of the Meeting, are urgent.
b) Notice to members of Annual General Meetings shall be sent by Royal Mail at least 50 days before the Meeting and will also be announced in the Newsletter and dog press prior to such Meetings. All nominations and items to be placed on the Agenda of the AGM must reach the Secretary 30 days before the date of the Meeting. The Agenda will be distributed by post 18 days prior to the Meeting.
c) In the event of it being found impossible to hold the Annual General Meeting as above the existing Officers and Committee shall remain in Office until the Meeting takes place.

13. SPECIAL GENERAL MEETINGS
A Special General Meeting shall be summoned by the Secretary if 12 Members send a signed requisition stating the subject to be discussed and requesting a Special General Meeting to do so. No business other than that detailed on the Agenda can be discussed at a Special General Meeting and the people who called for the Special General Meeting shall be prepared to pay all costs arising from the said Meeting. The Committee is empowered to call a Special General Meeting at its discretion and 28 days notice will be given in writing to Members.

14. HONORARIUMS
Honorariums will be paid to Officers who have held the position for one year. The amount to be decided annually at the AGM.

15 AMENDMENTS TO THE RULES
The rules of the Club may not be altered except at a General Meeting, the Agenda for which contains specific proposals to amend the Rules. Any proposed alteration/s to the Rules may not be brought into effect until the Kennel Club has been advised and approved the alteration/s.

16. ANNUAL RETURNS TO THE KENNEL CLUB
The Officers acknowledge that during the month of January each year Maintenance of Title fee will be forwarded to the Kennel Club by the Secretary for continuance of Registration and that by 31st July each year other returns as stipulated in Kennel Club Regulations for the Registration and Maintenance of Title of Societies and Breed Councils and the Affiliation of Agricultural Societies and Municipal Authorities will be forwarded to the Kennel Club. The Officers also acknowledge their duty to inform the Kennel Club of any changes of Secretary of the Club which may occur during the course of the year.

17. JUDGES LISTS
The Club must produce Judges Lists A3 and B each year from the criteria formulated and approved by the Committee and presented to the Members at the AGM. The lists must show the date of expiry when updated lists must be compiled. Membership of the Club must not be a prerequisite for inclusion in the Lists. The lists will be prepared by secret Ballot of the Committee and forwarded each year to the Kennel Club as part of the Annual returns.

18. KENNEL CLUB FINAL COURT OF APPEAL
The Kennel Club shall be the final authority for interpreting the Rules and Regulations of the Society in all cases relative to Canine or Society matters.

19. FEDERATION OF SOCIETIES OR CLUBS
The Club shall not join any Federation of Societies or Clubs.

20. UNDISCHARGED BANKRUPT
No person whilst an undischarged bankrupt may serve on the Committee of or hold any other office or appointment within a Kennel Club Registered Society